Procurement Assistant

Job Title - Procurement Assistant

Department - Procurement / Administration

Reporting To - Procurement Manager

Job Location - CBD Belapur

**Key Responsibilities**

**1. Inquiry & Quotation Management**
- Send inquiries to approved suppliers and transporters for materials and services.
- Follow up with suppliers to obtain quotations within deadlines.
- Verify and compare quotations to ensure accuracy in quantity, specifications, and rates.
- Prepare comparison charts (price analysis sheets) for management review.
- Assist in negotiating prices with suppliers and transporters to achieve cost efficiency.
- Verify the final quotation before approval and order placement.

**2. Purchase Order (PO) & Documentation**
- Verify Purchase Orders (POs) against approved quotations and ensure accuracy in quantity, price, terms, and conditions.
- Ensure consignee details, RITES letters, and related Railway documentation are correctly mentioned.
- Forward approved POs and supporting documents to suppliers.
- Maintain a record of all approved and dispatched POs in both physical and digital files.

**3. Dispatch & Transport Coordination**
- Send dispatch clearances to suppliers once documentation and inspection are verified.
- Send inquiries to transporters, collect and compare quotations, and negotiate freight rates.
- Prepare and verify dispatch instructions and clearance letters for transporters.
- Follow up with drivers and site coordinators to ensure on-time delivery at project sites.
- Coordinate with stores and project teams for confirmation of material receipt.

**4. Bank Guarantee (BG) & EMD Tracking**
- Maintain and update records of all Bank Guarantees (BGs) and Earnest Money Deposits (EMDs) for projects and tenders.
- Verify statements periodically and ensure renewals or closures are completed on time.
- Support Procurement Manager in documentation related to tender participation and project compliance.

**5. Vendor Communication & Correspondence**
- Ensure professional communication and follow-up etiquette with all stakeholders.

**6. Record Keeping & Filing**
- Maintain an organized physical filing system for purchase orders, invoices, and dispatch records.
- Ensure digital filing of all procurement-related documents for easy retrieval.
- Update and maintain the procurement tracker regularly.
- Support the department during internal audits or ISO documentation checks.

**Qualifications**

**Education**:

- Minimum: Graduate (B.Com / B.A. / BBA)
- Preferred: Diploma or Certification in Procurement / Supply Chain / Administration

**Experience**:

- Minimum 5-8 years of experience in procurement, purchasing, or vendor coordination roles.
- Experience in electromechanical, railway, or construction industries preferred.

Technical Skills:

- Familiarity with procurement processes, documentation, and logistics coordination.
- Ability to prepare comparison charts and track purchase orders efficiently.

**Skills & Competencies**
- Strong coordination and communication skills.
- High attention to detail and accuracy in documentation.
- Ability to multitask and prioritize daily requirements.
- Professional and disciplined approach to supplier communication.
- Honest, reliable, and responsible with company documentation.

**Salary Range**
- (based on experience and performance).
- Additional Benefits: PF, ESIC, and Statutory Benefits as per company norms.
- Opportunity for career progression to Procurement Executive / Procurement Officer roles based on performance.

Pay: ₹50,000.00 - ₹60,000.00 per month

**Benefits**:

- Cell phone reimbursement

**Experience**:

- Procurement: 5 years (preferred)

**Location**:

- Navi Mumbai, Maharashtra (preferred)

Work Location: In person